The primitive concept of a formal letter sent usually to establish business relations or to send a business proposal has been replaced by a more modern concept which all of us are aware about; emails. Though writing an email is simple, writing it correctly is a bit tricky. If you’re ready with the introduction and body of the email, take a look at some examples of business email closings, given by Workspirited.
In case you send bulk business emails, using an email signature is ideal. An email signature includes the firm’s logo, address, website link, and contact number.
There are two cases which evoke the need to write a serious business email; firstly, if the entrepreneur wishes to establish relations with a new customer or client; and secondly, if he/she has to communicate with his/her existing clients. There can be a third case too, which could be in case the entrepreneur isn’t satisfied with the services provided to the company/venture by another firm/company/individual.
The construction of a business email needs to be quite precise and specific, wherein, one directly comes to the point, without much description. An appropriate email construction can impress any client or firm, and could prove profitable to the entrepreneur (sender). Take a look at how to construct a good business email here. Once you’re well versed with the format, take a look as to how to close this business email appropriately. Emphasis needs to be given to closing an email, as it is the last thing that the recipient is going to read and retain, more than any other thing in the message. Therefore, this area of the message needs to be polite, well constructed, giving necessary details.
Take a look as to how close an email, and some sample email templates given after that.
Business Email Closing Format
Empathize the recipient for a minute in regards to receiving and reading emails; if the recipient firm is a very popular one, it would be receiving hundreds of emails per day. It is quite a polite gesture to show concern towards the recipient and thank him in advance for sparing time to read your email. The first closing line in your email should ideally be a ‘thank you’, or ‘thanking you’, or ‘thank you very much’, or ‘thank you in advance for your deliberation/consideration/contemplation’.
Now you’ll have to close the letter. If you need to be strictly formal with the client, use ‘Sincerely’, or ‘Yours sincerely’ to make the right impression. If being a bit less formal is allowed, use ‘Yours truly’, or ‘Warm regards’, or just ‘Regards’. Don’t forget to put a comma after the closing phrase.
The next step is to write your (sender’s) name below the closing phrase, leaving a two-line gap. You should always write your designation along with your name, either before your name or after, separated by a hyphen. For instance, ‘Robin Patterson – Senior Manager’, or ‘Sr. Manager Robin Patterson’. It is also appropriate to write your designation immediately below your name.
Now write the name of your firm/organization below your name and designation, leaving a two-line gap. You should do this if the email you’re drafting is on behalf of the firm. If you’re writing it on behalf of your employer, write his/her name prior to the firm’s name, along with his designation.
Write the postal address of your firm on the next line along with the firm’s contact details, including the contact number and the website (if the firm has one).
This is an optional step in case any file/s are attached to the email. At the end, always mention the documents/files attached. You can either write ‘Documents attached:’ or simply ‘Attachments:’.
Sample Email Templates
To: [email protected]
Subject: Regarding our new product in the market.
I am Roy Bannon from the marketing and sales section of Shanghai Foods Ltd. I am approaching you through this email to inform you about our new product; ‘Oh Ya! Soya Sauce’.
The company has dispatched a small sample of 20 bottles of the new product to your regional office at Hong Kong. We expect you to place an initial order for the said product, and are looking forward to do more business with your firm. Also, your complaint for the delayed delivery of stock has been taken into consideration by the company; we deeply regret the inconvenience caused to you, and would take proper care to avoid such hassles in future.
I, on the behalf of the company, would also like to invite you for the product launch, which is to be held at the Evergreen Lawns on November 21, 2015, at 7pm.
Thank you for your valuable time.
Shanghai Foods Limited
32-LMN street, Shanghai, China.
To: [email protected]
Subject: Regarding an initial order for your new product.
This email is regarding our interest in your new product ‘Oh Ya! Soya Sauce’. We have received the sample sent by you, and are quite impressed by the quality and the overall first look of the product.
We would like to see the response of the customers by placing a trial order of 5,000 units. As per our speculation, we expect the product to sell quite fast, and we would soon feel the need to order more of these to meet the demand. The company is also quite satisfied with the way you have dealt with the previous issue of delayed delivery, and can understand that the reasons for this problem were very well valid and genuine.
Please reply to this mail to communicate further regarding the initial trial order, as well as any further queries or suggestions.
Thank you very much.
Assistant General Manager
4 – Hyung Street, Hong Kong, China.
Do remember these important tips, and use them wisely in your communication, to make your business more productive and profitable.